Wyoming High School Rodeo Association





WYSHRA JUNE 30 2008 BOARD MEETING MINUTES The June 30, 2008 WYSHRA Board Meeting was called to order by President Glenn Barlow at 8:00 a.m.in Douglas, WY. Members in attendance were: Dixie Huxtable, Glenn Barlow, Troy Scott, Bob Musfelt, Terry Miller, Jim Whipps, Kathy Trumbull, JD Hamaker , Tim McInerny, Tom Parker, JD Romsa, Terry Miller, Stephen Rennells, Jamie Lyons, Kenny Taylor, Phil Wilson, John Thurston, Jo Ann Merritt, Cinnamon Smith, Trey Barlow, Crystal Hershey, Kade Merritt, Shiloh Hadley, Kelsie McInerney, Raegan Scott, Taylor Rieniets, AJ Fuchs, John Herman and Teri Griffin. Board members unable to attend this meeting were Julie Howard, Bruce Keller, Chris Bentley, Minutes Tom Parker moved to accept the minutes from the previous meeting. John Thurston second. Motion carried unanimously. Treasurers Report –$13145.42 in clearing account, $2500 in Team Roping account. Financials have not been prepared to include state finals. A review will be done with the executive committee on 7/7/08. Host Committee Report –Finals were June 24 – 29, 2008; Final performance was down 50 from last year. A total of $32387.00 was taken in. $13362 in ticket sales, $3500 in scholarships and $15095 for awards. Chief of Police reports it was an exceptional finals. The kids did a great job. National Director Report There will be a memorial Grand Entry at Nationals. Please contact Dixie with any names to be included. An assistant National Director may be appointed for Nationals. Troy Scott will fill that position. Wyoming is responsible for the Goat Tying and volunteers are needed to fill the schedule for goat handlers. Volleyball and basketball coaches are needed for the National team. Darcy Scott and Ty Nicholls will fill these positions. Knowledge Bowl Team – Megan Starlings, Jamie Reed and Chanse Darling 2 positions are available for adult national directors to set in on the meetings at Nationals. No vote only voice. Tom Parker moved to have the executive committee determine the travel costs and be fair with all students. Jim Whipps second. Motion carried unanimously. STUDENT REPORT-Fund raising needs to be mandatory. Troy Scott moved that the Student Fund Raiser be mandatory to all WYHSRA student members. Tom Parker second. Motion carried unanimously. JD Hamaker moved that 2 checks be submitted with membership applications. One check (cashiers check) for the membership and one check for the purchase of the calendars. The calendar check to be held to a specific date then cashed after that date to allow student time to sell the calendars and not be out any money. Dixie Huxtable called for the question. Motion carried unanimously. The following are the new Student Directors – Girls Timed Events – Trey Barlow Boys Timed Events – Kade Merritt Rough Stock – John Herman Voting Delegates – Reagan Scott Tim Malm Cinnamon Smith AJ Fuchs LEGION REPORT Jim Whipps is sending out letters suggesting all Legion Posts support their local high school rodeo clubs and help produce the local rodeos. Letters need to be sent to local clubs asking them to contact their local commander. If local Posts do offer support let Jim know JUDGES REPORT We need an incentive for people to judge High School Rodeo. Seminars need to be paid by association and attendance needs to be mandatory JD Hamaker moved to leave the system as is for the fall rodeos and to have more discussion in November and to appoint a committee of 2 board members to work with the judges at each rodeo to get a 30 second disqualification system implemented at each rodeo Troy Scott second. Motion carried unanimously. Jo Ann Merritt and John Thurston have been appointed to this committee. Goat Tying issues will be discussed at the November meeting. QUEEN REPORT-Tabled to the November meeting. YOUTH ADVISORY COMMITTEE- Tabled to the November meeting. Discussion needs to include the music played at dances, alternative activities, Prom and dodge ball sponsor. DONATIONS, SPONSORS, PUBLIC RELATIONS AND MARKETING – Tabled to the November meeting. All donations and sponsors need to be run through the host committee. NOMINATING COMMITTEE- 3 positions will be opening in 2009. Tabled to November meeting SCHOLARSHIP COMMITTEE- There is a matching fund scholarship available through NHSRA to be awarded at Nationals. Dixie Huxtable moved we put up to $1000 into the matching fund scholarship at Nationals. Troy Scott second. Motion carried unanimously. 2008 FINALS COMMITTEE – November meeting agenda. Considerations for 2009 finals – dust control, stripping chutes, people to run the gates, enhance night performances, girls timed events –panel alley, special rodeo. ELECTION OF OFFICER- JD Hamaker moved elections be down by secret ballot. Kathy Trumbull second. Motion carried. Chairman- Jim Whipps nominated Glenn Barlow JD Hamaker nominated Phil Wilson Tim McInerney moved nominations cease. Bob Musfelt second. Chairman – Glenn Barlow Vice Chairman – Tom Parker nominated Troy Scott JD Hamaker nominated Phil Wilson Tim McInerney moved nominations cease. Bob Musfelt second Vice Chairman – Troy Scott Treasurer- Troy Scott nominated Kathy Trumbull Troy Scott moved nominations cease. Unanimous ballot for Kathy. Treasurer – Kathy Scott OLD BUSINESS There was a tie in the barrel race. An additional saddle needs to be ordered. A volunteer of the year buckle needs ordered. Dixie Huxtable moved and Jo Ann Merritt second to order the additional prizes and to present Gina Fehrena with the volunteer of the year. Motion carried unanimously. Tom Parker moved to get the out going board members buckles to be presented at the 2009 state finals. Troy Scott second. Motion carried unanimously. The new website provider requests one person is appointed as liaison between them and the association. Jo Ann Merritt is appointed to fill this position. All requests for the web page will be sent to Jo Ann to be submitted to page works. JD Hamaker moved that the classifieds be free to members and non member fees will be left to the discretion of Jo Ann. Tom Parker second. Motion carried unanimously. Kathy Trumbull moved to table the Crisis Fund discussion to the November meeting allowing board members time to get a copy of the proposal and to have Dee Cahill present it at the meeting. Dixie Huxtable second. Motion carried unanimously. Troy Scott moved to give the Bonham family $1000 . John Thurston second. Motion carried unanimously. A review of the 501C3 application was done. Application will be submitted. NEW BUSINESS JD Hamaker moved to hold secret ballot. Tim McInerney second. Motion carried. Lengthy discussion on Cutting – Voting results; Optional -10 Mandatory – 6 Cutting will be optional for 2008/09 season. Fall Rodeo Schedule: 8/30-31/08 Sheridan, (one time- rain out make up) 9/6-7/08 Wheatland, 9/13-14/08 Pavilion, 9/20-21/08 Jackson, 9/27-28/08 Kaycee. Central Entry hours will remain the same. 5:00 pm to 10:00 pm the Monday before the rodeo and 6:00 am to 7:00 am the Tuesday before the rodeo. No late entries, no exceptions. Central entry phone number will be 307-332-8211. The association will provide the answering machine and software for Jamie Lyon to take entries. Troy Scott moved that entry times are firm. John Thurston second. Motion carried unanimously. JD Hamaker moved to count 15 rodeos coming into state. Kathy Trumbull second, Dixie Huxtable second for case of discussion. Discussion regarding the timeliness of reporting rodeo results to the State Secretary were discussed. JD Hamaker moved to have the rodeo approval fee $500. When the results are postmark within 24 hours and the top ten in each event are electronically transmitted to secretary $400 of the approval fee will be refunded. If hard copy of results are not postmarked within 24 hrs of completion of rodeo, the $400 will not be refunded. Tim McInerney second, Troy Scott called for the question. Motion carried unanimously. Discussion of a Rough Stock school is tabled to the November meeting. Kathy Trumbull moved to remove the Hi Point and amend all around to go deeper. Bob Musfelt second. Motion carried unanimously. Tim McInerney will work on awards for more placing in the All Around award. Tim McInerny moved to get up coming year meetings scheduled now. Kathy Trumbull second. Motion carried. Meeting schedule for 2008/09 year – November to set contracts for 09 state finals, awards and issues with spring. Pro Rodeo in Casper Mid winter week prior – Jan 09 ADJOURNMENT The next meeting will be held in Casper the weekend of the Pro Rodeo. Troy Scott moved to adjourn the meeting and Trey Barlow second the motion. Motion carried unanimously. Meeting Adjourned
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